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PEP 2015 – Processes and Systems
Training Document
Supplier Guide – Auction
Version 1.0 / October 2010
Welcome to
Global Pharma Procurement
PEP 2015 – Processes and Systems Supplier Guide –
Version 1.0 / October 2010 Page 2/22
Table of Contents
1 What is a reverse e-Auction?............................................................................................................ 3
2 Accessing the Ariba Sourcing System........................................................................................... 4
3 Responding to an e-Auction ............................................................................................................. 5
3.1 Accessing an e-Auction.............................................................................................................. 5
3.2 Status of the event ........................................................................................................................ 5
3.3 Navigating in the Event ............................................................................................................... 6
3.3.1 Event Details and Contents ................................................................................................... 6
3.3.2 Event Overview and Timing Rules ....................................................................................... 8
3.3.3 Bidding Rules ............................................................................................................................. 9
3.3.4 Market Feedback ...................................................................................................................... 9
3.4 Review Bidder Agreement .......................................................................................................10
3.5 Review Event.................................................................................................................................12
3.5.1 Selecting Lots...........................................................................................................................12
3.6 Prebidding......................................................................................................................................13
3.6.1 Downloading and Uploading Documents ......................................................................13 3.6.1.1 Downloading Documents............................................................................. 13 3.6.1.2 Uploading Documents.................................................................................. 13 3.6.1.3 Replacing and Deleting Documents ............................................................. 14
3.6.2 Placing prebids ........................................................................................................................14
3.7 Bidding............................................................................................................................................15
3.7.1 Saving and Submitting Response.....................................................................................17
3.7.2 Reload Last Bid .......................................................................................................................17
3.7.3 Ranking ......................................................................................................................................17
3.8 Exporting Event Content into Excel.......................................................................................18
3.9 Response History.........................................................................................................................18
3.10 Awarding ........................................................................................................................................19
3.11 Message Board ............................................................................................................................20
4 Logout from Ariba ...............................................................................................................................22
PEP 2015 – Processes and Systems Supplier Guide –
Version 1.0 / October 2010 Page 3/22
1 What is a reverse e-Auction?
In a reverse e-Auction the Buyer is running the auction and the participants are the
suppliers, so the roles of buyers and sellers are reversed. Suppliers compete to obtain the
business, and prices typically decrease over time.
Bidding performed in real-time, results in a dynamic, competitive process. Depending on
the set up of the event the bidders are able to view information regarding their position in
the competition.
PEP 2015 – Processes and Systems Supplier Guide –
Version 1.0 / October 2010 Page 4/22
2 Accessing the Ariba Sourcing System
When the e-Auction opens, you automatically receive an email message containing a link
to the Roche Ariba Sourcing website. You can either click on the indicated URL or open
an internet browser and type in the following website address:
http://rsmsourcing.roche.com
Enter your user name and password, which were sent out to you in a separate system
generated email. Then click the Login button.
PEP 2015 – Processes and Systems Supplier Guide –
Version 1.0 / October 2010 Page 5/22
3 Responding to an e-Auction
3.1 Accessing an e-Auction
To access the event you have been invited to, simply select it from the Event List that
appears after login.
If you have been invited to only one event, you will be taken directly to that project after
logging into the system. In case you have been invited to multiple events you will see
them grouped on your screen, based on their status: Completed, Open, Pending
Selection, Preview.
You may expand the panels by clicking on the arrow located on the very left of the page.
You can enter the event by simply clicking on the event name.
3.2 Status of the event
An e-Auction might be in status:
Preview – the Buyer sets a preview period during which you can preview all documents
and items. If the Buyer enables preview bidding, you may/have to put your initial prices in
the preview period.
Open – in open status you can enter your competitive bids
Paused – the Buyer might pause the event for technical reasons
Pending Selection – in this status the Buyer evaluates the bids, no bids can be entered
anymore
Completed – after awarding the winner, event closes
You can check the event status on the right upper hand corner, next to the clock.
PEP 2015 – Processes and Systems Supplier Guide –
Version 1.0 / October 2010 Page 6/22
You can check current status on the upper-right hand corner on the screen.
This is an event in preview period:
This one has a status of pending selection:
3.3 Navigating in the Event
3.3.1 Event Details and Contents
When entering an e-Auction you will see this screen.
The countdown clock, which is found in the upper right hand corner shows you how
much time is remaining from the different stages of the e-Auction.
In the left hand side panel you will find Event Details.
From this panel you can reach messages related to the event, download tutorials and go
through the e-Auction sections one after the other.
Checklist consists of tasks that you have to follow:
1. Review Event Details
2. Review and Accept Agreement
3. Submit response
4. Submit Bids
In Event Contents you will find all information, documents related to the event, and the
items on which you have to bid.
In the panel Event Content, you will see a list of the sections that you have to go through
step by step while preparing your response. Depending on the Buyer’s set up, it might be
that some sections are not visible from the very beginning, but accessible only after you
reviewed the agreement and stated your intent to respond.
PEP 2015 – Processes and Systems Supplier Guide –
Version 1.0 / October 2010 Page 7/22
You may change the view by clicking on the different sections. For example if you select
All Contents, you will see all sections under each other in the middle of the screen. By
selecting a single section, Ariba will display only that one.
By clicking on the arrow in front of the sections you can expand or close them.
PEP 2015 – Processes and Systems Supplier Guide –
Version 1.0 / October 2010 Page 8/22
3.3.2 Event Overview and Timing Rules
At the bottom of the page you will see the rules applied to the Auction.
Event Overview and Timing rules contains, among others, the name of the Buyer, the
currency, and the timing rules. Pay particular attention to the Bidding start and end times
and the overtime rules. Content you see here may vary upon the settings applied by the
event owner.
Publish time: the time when the event opens. From this time you can review the Auction
content. If pre-bidding is enabled by the Buyer you may have to place your initial bids
during this period.
Pre-bid time: the timeframe during which you can make your preliminary bids. Please
note that in events where pre-bidding is required, you can access the live bidding only if
you placed bids during the preview period.
Bidding start time: the time when competitive bidding starts
Bidding end time: the time when bidding is ending. Buyer might set up overtime, which
means that bidding can be extended with a predefined time upon predefined rules.
Different timing rules can be applied to different items in events that have
multiple items:
1. Parallel: all lots/items start and end at same time 2. Staggered: all lots/items open at the same time, but close sequentially 3. Serial: one lot/item ends before next lot/item begins
Running time for the first lot: the first lot will open for bidding with this initial amount
of time. It might be extended, if overtime is triggered. Once the running and overtime
ended, the lot closes (this rule applies only for staggered and serial bidding).
Time between lot closing: this amount of time must pass before the next lot closes, to
PEP 2015 – Processes and Systems Supplier Guide –
Version 1.0 / October 2010 Page 9/22
ensure that participants have sufficient time to bid on each lot (this rule applies only for
staggered and serial bidding).
Bid rank that triggers overtime: for example if a Buyer specified 3, then a bid entered
in the 1st, 2nd or 3rd place within a predefined period of time (e.g. 1 minute) before the end
time will trigger overtime.
Start overtime if bid submitted within (minutes): if a new bid is submitted within a
certain period of time before the end time, bidding extends into overtime. (e.g. if it is 1
minute, then bidding is extended, when a new bid is submitted within the last 60
seconds.)
Overtime period: bidding extends for this amount of time, if overtime is triggered
Estimated Award Date: the date when the Buyer expects to make the awarding decision
3.3.3 Bidding Rules
Based on the bidding rules:
• You can or cannot create bundles • You might be required to improve your bids based on the improvement rules set by the Buyer – with a predefined nominal amount or percentage only (e.g. 1 EUR or 1%)
• You can improve your bids only by beating the 1st, 2nd etc. bids • You can or cannot submit tie bids • You might be required to bid on all items
3.3.4 Market Feedback
Market feedback determines what type of information you see about the others’ bids.
Based upon the settings in the event:
• You might see a starting gate (initial price) set up by the Buyer. If starting price is enabled, you have to submit a valid bid, which satisfies this starting gate, otherwise
you will not see any market information.
• You might see your rank, the leading bid, the reserved price set up by the Buyer.
PEP 2015 – Processes and Systems Supplier Guide –
Version 1.0 / October 2010 Page 10/22
3.4 Review Bidder Agreement
Before participating in an event, you will need to review and accept the bidder agreement.
This agreement is separate from the initial agreement you saw, when you first logged into
the system, and must be agreed to on a per event basis. To access the bidder agreement,
click Review Agreement.
Select I accept… or I do not accept… and click OK.
PEP 2015 – Processes and Systems Supplier Guide –
Version 1.0 / October 2010 Page 11/22
Or click Decline to Respond, if you do not want to participate. You can give a reason in
the pop-up window.
PEP 2015 – Processes and Systems Supplier Guide –
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3.5 Review Event
3.5.1 Selecting Lots
Next step is selecting lots:
Select the ones you wish to bid on and click on Submit Selected Lots. If it is required to
bid on all lots, you will not have an option to unselect any of them.
PEP 2015 – Processes and Systems Supplier Guide –
Version 1.0 / October 2010 Page 13/22
3.6 Prebidding
In some auctions you might be asked to place pre-bids for the items listed in the event,
answer some questions, or upload a document before starting to bid in the competitive
event. If response is required, you will not be able to submit any valid bids, unless
entering an answer for all questions marked with an asterisk.
3.6.1 Downloading and Uploading Documents
3.6.1.1 Downloading Documents
To Download any documents from the event click on the document and select either
Download this attachment or Download all attachments.
3.6.1.2 Uploading Documents
To attach a document click on the Attach file link, and browse for your file. If you need to
attach multiple documents to one question, it is better to save them in a zip file.
PEP 2015 – Processes and Systems Supplier Guide –
Version 1.0 / October 2010 Page 14/22
You can locate your file by clicking on the Browse button. Click OK when done.
3.6.1.3 Replacing and Deleting Documents
You can either replace or delete the file you attached originally. To do that, click on
Update file or Delete file.
3.6.2 Placing prebids
Enter your pre-bids into the price fields next to the items and click Submit Entire
Response button.
After submitting your pre-bids, you will receive a notification from the system.
PEP 2015 – Processes and Systems Supplier Guide –
Version 1.0 / October 2010 Page 15/22
It is possible to revise your pre-bid till the event is in the preview status.
3.7 Bidding
In case pre-bidding was required, you will see your initial prices in the bidding section of
the event. The system will update totals, so you will see extended prices on both item and
lot level.
You can check the bidding rules anytime by clicking on the “i” next to the items.
PEP 2015 – Processes and Systems Supplier Guide –
Version 1.0 / October 2010 Page 16/22
You can improve your prices by entering the new amount into the price field directly, or
by entering a decrement by nominal value or percentage. Decrement can be applied for
both single and multiple items.
Simply select the item(s) and enter decrement value, which can be either a nominal value
or a percentage.
Click Submit Entire Response button to submit your bids.
Please check the countdown clock periodically, as every event has a scheduled close time
and it is not possible to submit any further bids after the bidding is closed.
Although in e-auctions the Buyer can set an overtime based on different overtime rules,
so it might be that the bidding time is extended several times, if the rules are met.
PEP 2015 – Processes and Systems Supplier Guide –
Version 1.0 / October 2010 Page 17/22
3.7.1 Saving and Submitting Response
Please note that saving your response only files your answers, but does not make them
visible to the Buyer. Anytime you improve your bids during the competition, please use the
Submit Entire Response button instead of the Save button.
This is the notification you receive when simply saving a bid.
3.7.2 Reload Last Bid
You may reload your last submitted bids with the Reload Last Bid function. You have to
confirm this action in a pop-up window by clicking on OK.
3.7.3 Ranking
Your current rank is shown item by item on the bidding page. You can anytime submit
new bids to improve your ranks.
PEP 2015 – Processes and Systems Supplier Guide –
Version 1.0 / October 2010 Page 18/22
3.8 Exporting Event Content into Excel
It is possible to export event content and all attachments with one single step into excel.
To download the whole event content to an excel file, click on Download Content and
save the file on your computer.
Attachments can be downloaded in a zip folder.
3.9 Response History
You can access all submitted versions of your answers by going to
Response History on the Console. To enter any of the versions
click on the Reference Number.
PEP 2015 – Processes and Systems Supplier Guide –
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3.10 Awarding
In status pending selection the Buyer is evaluating the results and selecting a winner. The
system allows the Buyer to award online, so that winners are informed through the
system.
Click on View Award button to see the lots/items that were allocated to you.
It is possible for the Buyer to select multiple winners, or to split items between more than
one supplier. You will see only those items here, which were fully or partially allocated to
you.
PEP 2015 – Processes and Systems Supplier Guide –
Version 1.0 / October 2010 Page 20/22
3.11 Message Board
It is possible to send messages to the Buyer through the system. To do that, click
Compose Message.
Enter your message in the text box and click Send when ready.
Another way to write messages is by going to Event Messages in
the Console. Here you will have a list of messages sent and
received around this event. New messages are in bold.
Click Compose Message to write a new message.
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You can view and reply to messages here as well, either by selecting them in the
beginning of the row and click View, or by clicking on the subject.
If you click on Reply either in the event message list or in the message itself, you will be
directed to the Respond Message box, where you can compose an answer and click
Send when ready.
PEP 2015 – Processes and Systems Supplier Guide –
Version 1.0 / October 2010 Page 22/22
4 Logout from Ariba
For security reasons, always use the Logout button to exit Ariba Sourcing.